Add wine

How to use it

Where to start

On the web, Add wine is in the cellar header on the Wines page, on the empty cellar screen, on the cellar home, inside a stock count and in the sales analytics list. The search bar at the top of every page also offers Add when you hover a wine in its results: it opens the same dialog with that wine already picked. The import dialog opens it too, when you match a scanned line to a wine by hand.

Search

The dialog opens with the search on the left and an empty form on the right: "Select a wine in the list. Search Vinify and select a wine in the list to adjust details and add it to your cellar." Type at least a letter; results come from Vinify's database as you type, matched loosely on the name (a typo still finds the wine) and sorted by name. A four digit number is also tried as a Vectura article number. The dropdown next to the search switches between All Vinify wines and Only LivEx wines. Under the search is a row of producer chips: pick one or several to narrow the results to those producers, with Load more for the next 25 producers. A search shows its first 24 wines; there is no next page, so add a producer chip or a longer name to narrow it. With no results the panel says "No wines found. Try adjusting your search." Add custom wine sits at the top right of the search panel.

The form for a database wine

Pick a wine and the form fills in. The header shows the wine's image, style, name, a Liv-ex chip when it has Liv-ex data, and origin. If you already have this wine in this vintage and bottle size, the form loads your existing entry: prices, note, supplier, price format, list names, drinking window and list switches, and Basic information says "Current quantity in cellar 6 • New quantity 7". Adding then puts the bottles on that entry instead of creating a second one. If you have the wine in another vintage or size, only your list names carry over. If you have other wines from the same producer with a renamed producer name for your lists, the new wine gets that name too.

• Basic information. Quantity (plus and minus or typed), Vintage (this year back, plus NV), Bottle size (0.75, 1.5, 0.7, 0.375, 0.62, 0.5, 1, 2.25 L or Add custom size), and "In cellar" with the location: Change opens the location tree, Uncategorized is the default, and you can create a new location or sublocation there. Cellars whose POS uses menu groups also get POS bottle group and POS glass group, both required.
• Pricing. Buying price ex VAT and inc VAT: fill one and the other is calculated from the VAT rate of the wine's style (the inc VAT label has a tooltip with the rate). Selling price with a lock; locked means "Selling price is locked and won't be affected by price calculator rules". Price per glass and Glass size in cl (placeholder is your cellar's default). Supplier. Under the fields: "Selling prices are suggested based on rules set in the Pricing calculator", and when you have entered a buying price ex VAT a "Calc. suggestion: € 320" appears under Selling price and Price per glass; click the amount to adopt it.
• Details. Private note, Style, Drinking window From and Until (the two keep their order automatically) with Ask VinifyAI, which fetches Vinify's suggested window for this vintage, and Wine image (drag and drop or pick a file; it replaces the database image for your cellar).
• Wine list. Producer name, with the tooltip "This name will be applied to all wines from the same producer in your cellar", and Wine name, each with "Original: ..." under the field and a Reset to original button when changed. Origin (country, region, subregion) with reset. Wine list category, Price format (price, blank, POD, PPF, ***), Show bottle size in wine list, and one row per wine list with Show bottle and Show glass. Your first list is on by the bottle by default.

Press Add to cellar. The toast says "Wine added", the form clears and the search stays open so you can add the next wine. Cancel or the X close the dialog; clicking outside does not.

The form for a custom wine

Add custom wine opens a form with Producer and Wine name (at least one is required), Quantity, Vintage, Bottle size, Style (Red wine by default), Origin, "In cellar" and the POS groups when they apply, then Pricing as above, Details with Private note, Drinking window (no Ask VinifyAI, because there is no database vintage), Grape and Wine image, and the Wine list section with category, price format, bottle size switch and the list switches. Add to cellar saves it and resets the form for another custom wine. A custom wine has no database image, no market value and no suggested drinking window.

Linking a custom wine later

In the inventory a custom wine carries a small person icon. Click it to open Match wine: the same search and producer chips, a "Keep my custom name" switch (remembered on this browser) and Link wine. Linking gives the wine its database identity; with the switch off it also takes the database producer and wine names. If your cellar already holds that database wine in the same vintage and size, the bottles are merged into the existing entry and the custom entry disappears.

What happens when you add

• Bottles land in the location you chose, otherwise in Uncategorized.
• The cellar history gets an Added line for the wine.
• The wine joins the lists you switched on. Wines switched on by the glass are marked as sold by the glass, which the POS integrations read.
• The list is pushed to your POS if one is connected.
• Cellars with the Market value add-on get the wine's market price fetched at once.
• For a database wine whose vintage has no drinking window yet, Vinify generates one in the background.
• A cellar has a maximum number of wines; past it the app says "Your cellar has reached the maximum number of wines".

On mobile

• iOS. Add to cellar opens with the search focused and a list of Suggested wines underneath (or wines from the same producer when you start from a wine profile), with Create custom wine at the top. Search needs three characters and loads more as you scroll; no results shows "Please try searching a different term or" Create custom wine. Picking a wine opens the add sheet: Producer and Wine name (with a reset to Vinify's name), Vintage (Non vintage or a year), Bottle size from a fixed list (0.375 to 18 L), Style, Origin; the location list with your locations, Unallocated and "Other or create new location"; a quantity stepper with the transaction type chips (Bought and the other addition types) and, for open bottles, a cl field; Private note, Drinking window with Ask Vinify AI, Grapes, Picture from camera or gallery; Buying price inc VAT, ex VAT, Selling price, Lock selling price, Price per glass, Glass size, Supplier; Wine list category, price format ("Hide or replace selling price in the wine list"), Show bottle size in wine list and the per list Bottle and Glass switches, with the note "Visit www.vinify.app on desktop to access all wine list capabilities". If the cellar already has the wine in that vintage and size the sheet turns into Add bottle. Add to cellar posts the wine, uploads the photo, and toasts "Vinify wine added to <location>" or "Custom wine created and added to <location>". The invoice scan uses the same screens.
• Android. Not available.

Common questions